This Communications Reference Guide (CRG) provides you with tools, techniques, and timelines for effectively planning, scheduling, and producing your communication products, which include print materials, electronic information and technology (EIT), outreach materials, and events. It also links you with your communications and marketing resources in the Office of Corporate Research, Technology, and Innovation Management Communications and Outreach Team (HRTM). Previously known as the Quick Reference Guide and posted on the Internet at www.tfhrc.gov, this document replaces previous versions of the Quick Reference Guide under the new name, Communications Reference Guide.
This guide will be useful to the Federal Highway Administration (FHWA) Contracting Officer's Technical Representatives (COTR) and their contractors and support staff, who develop research and technology (R&T) communication products to FHWA standards and regulations referenced in this publication. The CRG is available on the Turner-Fairbank Highway Research Center (TFHRC) Web site, www.tfhrc.gov. This guide augments the FHWA Publications and Printing Handbook. Although this guide is available as a printed version upon request, the most recent and up-to-date version is posted on the www.tfhrc.gov Web site.
John W. McCracken
Director, Research, Development,
and Technology Services
This document is disseminated under the sponsorship of the U.S. Department of Transportation in the interest of information exchange. The U.S. Government assumes no liability for the use of the information contained in this document. This report does not constitute a standard, specification, or regulation.
The U.S. Government does not endorse products or manufacturers. Trademarks or manufacturers' names appear in this report only because they are considered essential to the objective of the document.
The Federal Highway Administration (FHWA) provides high-quality information to serve Government, industry, and the public in a manner that promotes public understanding. Standards and policies are used to ensure and maximize the quality, objectivity, utility, and integrity of its information. FHWA periodically reviews quality issues and adjusts its programs and processes to ensure continuous quality improvement.
1. Report No. FHWA-RD-03-074 |
2. Government Accession No. |
3. Recipient's Catalog No. |
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4. Title and Subtitle Communications Reference Guide |
5. Report Date May 2004 |
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6. Performing Organization Code: |
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7. Author(s) Office of Research and Technology Services |
8. Performing Organization Report No. |
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9. Performing Organization Name and Address Office of Research and Technology Services |
10. Work Unit No. |
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11. Contract or Grant No. |
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12. Sponsoring Agency Name and Address Office of Research and Technology Services Federal Highway Administration |
13. Type of Report and Period Covered Guidelines |
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14. Sponsoring Agency Code HRTM-01 |
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15. Supplementary Notes |
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16. Abstract This document presents guidelines for research and development publications. It augments the FHWA Publications and Printing Handbook. COTRS and contractors are the main audiences. |
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17. Key Words publication, guidelines, HRTM, report, brochure, communication, marketing |
18. Distribution Statement No restrictions. This document is available to the public through the National Technical Information Service, Springfield, VA 22161. |
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19. Security Classif. (of this report) Unclassified |
20. Security Classif. (of this page) Unclassified |
21. No. of Pages 114 |
22. Price |
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Form DOT F 1700.7 (8-72) Reproduction of completed page authorized |
APPROXIMATE CONVERSIONS TO SI UNITS | ||||
---|---|---|---|---|
SYMBOL | WHEN YOU KNOW | MULTIPLY BY | TO FIND | SYMBOL |
LENGTH |
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in |
inches | 25.4 | millimeters | mm |
ft |
feet | 0.305 | meters | m |
yd |
yards | 0.914 | meters | m |
mi |
miles | 1.61 | kilometers | km |
AREA |
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in2 |
square inches | 645.2 | square millimeters | mm2 |
ft2 |
square feet | 0.093 | square meters | m2 |
yd2 |
square yard | 0.836 | square meters | m2 |
ac |
acres | 0.405 | hectares | ha |
mi2 |
square miles | 2.59 | square kilometers | km2 |
VOLUME |
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fl oz |
fluid ounces | 29.57 | milliliters | mL |
gal |
gallons | 3.785 | liters | L |
ft3 |
cubic feet | 0.028 | cubic meters | m3 |
yd3 |
cubic yards | 0.765 | cubic meters | m3 |
NOTE: volumes greater than 1000 L shall be shown in m3 |
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MASS |
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oz |
ounces | 28.35 | grams | g |
lb |
pounds | 0.454 | kilograms | kg |
T |
short tons (2000 lb) | 0.907 | megagrams (or "metric ton") | Mg (or "t") |
TEMPERATURE (exact degrees) | ||||
oF |
Fahrenheit |
5 (F-32)/9
|
Celsius | oC |
ILLUMINATION |
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fc |
foot-candles | 10.76 | lux | lx |
fl |
foot-Lamberts | 3.426 | candela/m2 | cd/m2 |
FORCE and PRESSURE or STRESS |
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lbf |
poundforce | 4.45 | newtons | N |
lbf/in2 |
poundforce per square inch | 6.89 | kilopascals | kPa |
APPROXIMATE CONVERSIONS FROM SI UNITS | ||||
---|---|---|---|---|
SYMBOL | WHEN YOU KNOW | MULTIPLY BY | TO FIND | SYMBOL |
LENGTH |
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mm |
millimeters |
0.039 |
inches | in |
m |
meters |
3.28 |
feet | ft |
m |
meters |
1.09 |
yards | yd |
km |
kilometers |
0.621 |
miles | mi |
AREA |
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mm2 |
square millimeters |
0.0016 |
square inches | in2 |
m2 |
square meters |
10.764 |
square feet | ft2 |
m2 |
square meters |
1.195 |
square yards | yd2 |
ha |
hectares |
2.47 |
acres | ac |
km2 |
square kilometers |
0.386 |
square miles | mi2 |
VOLUME |
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mL |
milliliters |
0.034 |
fluid ounces | fl oz |
L |
liters |
0.264 |
gallons | gal |
m3 |
cubic meters |
35.314 |
cubic feet | ft3 |
m3 |
cubic meters |
1.307 |
cubic yards | yd3 |
MASS |
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g |
grams |
0.035 |
ounces | oz |
kg |
kilograms |
2.202 |
pounds | lb |
Mg (or "t") |
megagrams (or "metric ton") |
1.103 |
short tons (2000 lb) | T |
TEMPERATURE (exact degrees) |
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oC |
Celsius | 1.8C+32 | Fahrenheit | oF |
ILLUMINATION |
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lx |
lux |
0.0929 |
foot-candles | fc |
cd/m2 |
candela/m2 |
0.2919 |
foot-Lamberts | fl |
FORCE and PRESSURE or STRESS |
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N |
newtons | 0.225 | poundforce | lbf |
kPa |
kilopascals |
0.145 |
poundforce per square inch | lbf/in2 |
*SI is the symbol for the International System of Units. Appropriate rounding should be made to comply with Section 4 of ASTM E380.
(Revised March 2003)
Chapter 2—HRTM Service and Submission Process
Product Considerations
Office of Public Affairs
Technical Review
HRTM Service Request Form
Print Distribution Form
Product Development and Delivery
The Editing ProcessResponsibility for Corrections
Expediting the Editing Process
Standard Proofreading Marks Used in Editorial Reviews
Chapter 3—Policies Affecting All Publications
Electronic Publishing of Communication Products
Section 508 of the Rehabilitation Act
Ensuring Contractor Publication Compliance
Chapter 4—Guidelines and Styles for All Publications
Two-Color Versus Four-Color Print
Choosing the Internet Instead of PrintSection 508 and Publication Content
Publication Writers/Web Content Producers
Web Site Technical Coders/ProgrammersWhat to Include in 508 Text for Non-Text Elements
Format for 508 Text for Non-Text Elements
Examples of 508 Text for Non-Text ElementsGraphics
Editorial Styles for All PublicationsMetric
Punctuation
Numbers and Measurements
Abbreviations
Some Unique GPO Styles
Chapter 5—Preparing A Research Report
Format for Research Reports
Order of Elements in ReportsThe Foreword
Type Arrangement and Typefaces
Volume Format
References and Bibliography
Pagination
Table of Contents
Headings
Figures and Tables
Equations and Formulas
Lists
Footnotes
Purpose of a TechBrief
Purpose of Application/Technical Notes
Purpose of a Product Brief
Audience
Style
Chapter 7—Guidelines for Periodicals
Purpose
Audience
Format and Issue
Circulation
Submission Guidelines
Reviews
Style
Schedule
Key ContactPurpose
Audience
Format and Issue
Circulation
Submission Guidelines
Technical Review
Style
Policies
Schedule
Key ContactPurpose
Audience
Format and Issue
Circulation
Submission Guidelines
Technical Review
Style
Policies
Schedule
Key ContactWeekly Report to the Secretary
Chapter 8—Electronic Publishing
Technical Review
Policies Affecting CD-ROM Creation
Style
ScheduleWeb Site Requirements
Minimum Requirements for FHWA Web Pages
Technical Review
Chapter 9—Guidelines for Media Relations
Trade Publication Articles
Technical Review
Responding to the Media
Chapter 10—Distributing Your Communication Products
Target Your Audience
Report and TechBrief Mailing Lists
Periodical Mailing Lists
FHWA Internal Distribution
FHWA External Mail Lists
Customized Mailing List
Electronic Database Submissions
Limited Distribution
Records Archives
Appendix A—HRTM Service Request Form
Appendix B—Sample of Report Front Cover
Appendix C—Sample Inside Front Cover
Appendix D—Technical Report Documentation Page
Appendix E—Sample Metric Conversion Factors Pages
Appendix F—Sample Table of Contents
Appendix G—Sample List of Figures
Appendix H—Sample List of Tables
Appendix I—Sample Acknowledgments Page
Appendix J—List of Preferred Terminology and Abbreviations
Appendix L—Sample Page of a Research Web Report
Appendix N—Sample GPO 952 Form
Appendix O—FHWA Multimedia Model Release Form
Appendix P—FHWA Multimedia Child Model Release Form
Figure 1. Unacceptable graphic. Sample of table depicted as part of the graphic
Figure 2. Photo. Sample of separate graphic
Figure 3. Multiple elements. Do not merge multiple elements as one figure
Figure 4. Photo. Correct format 1
Figure 5. Photo. Correct format 2
Figure 6. Chart. Sample of correct chart
Figure 7. Equation. PR subscript LH
Figure 8. Illustration. HRTM service request form
Figure 9. Screen shot. Research report Web page
Figure 10. Illustration. This is the correct two-line version of the FHWA logo
Figure 11. Illustration. This is the correct four-line version of the FHWA logo
Table 1. Editing symbols and their meanings
Table 2. Sample of separate table
Table 3. Correct way to depict table from figure 3
Table 4. Research report—what to submit
Table 5. Booklets, flyers, brochures, and fact sheets—what to submit
Table 6. PowerPoint presentations, movies, videos—what to submit
Table 7. CD-ROM—what to submit
Table 8. Web-only communication products—what to submit
Table 9. FHWA mailing lists
Table 10. Format for customized mailing list
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